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Project Coordinator
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STS GROUP
Madison, AL (In Person)
Full-Time
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Job Description
Project Coordinator The Project Coordinator is responsible for owning the administrative, logistical, and communication flow of assigned projects from award through closeout. This role ensures projects are properly scheduled, resourced, documented, and communicated so that field teams can execute efficiently and customers receive a professional, on-time experience. This role is not passive or order-taking. A successful Project Coordinator anticipates issues, closes gaps, communicates proactively, and takes ownership of outcomes. Core Responsibilities 1. Project Execution & Coordination
- Coordinate all assigned projects from approved estimate / sales order through project closeout
- Create and maintain project records in ServiceTitan (or ERP/project platform)
- Schedule jobs in alignment with field availability, customer requirements, and opening dates
- Coordinate sequencing of multi-day or multi-site projects
- Ensure all pre-job requirements are met prior to dispatch (materials, access, scope clarity) 2. Communication & Stakeholder Management
- Serve as the primary point of contact for customers on assigned projects
- Communicate clearly and proactively with: ○ Customers ○ Technicians / installers ○ Project Managers ○ Logistics & Procurement ○ Leadership as needed
- Provide regular project status updates and flag risks early
- Handle schedule changes, delays, or scope questions with professionalism and urgency 3. Logistics, Materials & Readiness
- Coordinate with Logistics/Procurement to ensure: ○ Correct materials are ordered ○ Materials arrive on time ○ Kits are complete and accurate
- Verify site readiness (access, approvals, permits, special requirements)
- Ensure technicians have all documentation and information needed before arrival 4. Financial & Documentation Support
- Ensure job details align with approved scope and estimate
- Track job progress against milestones
- Assist with: ○ Change orders ○ Scope clarifications ○ Job notes and documentation
- Ensure required closeout documentation is completed and submitted
- Support accurate and timely invoicing by ensuring job data is complete and correct 5. Quality, Process & Accountability
- Follow standard operating procedures and project workflows
- Maintain accurate, real-time job notes and records
- Identify breakdowns in process and recommend improvements
- Take ownership when issues arise — do not pass problems downstream
- Uphold company standards for professionalism, urgency, and customer experience Required Skills & Qualifications Skills
- Strong organizational and time-management skills
- Excellent written and verbal communication
- High attention to detail
- Ability to manage multiple projects simultaneously
- Calm, solutions-oriented under pressure
- Strong sense of ownership and follow-through Experience
- 2+ years in project coordination, operations, logistics, or scheduling (preferred but not required)
- Experience in construction, low-voltage, security, or technical services (preferred but not required)
- ERP / field service software experience (ServiceTitan, NetSuite, or similar preferred) (preferred but not required)